Accounts Managers - OTC only

Adding Account Managers

You manually or automatically add account managers in the Account Manager info area.

To add an account manager manually, switch to the desired company and select Go to All Related > All Account Managers from the context menu. Start the search and click on (New).

The Manual field is automatically enabled for records that are added manually. If an account manager record is added automatically, the Manual field is enabled automatically if the record is subsequently edited. The route and support fields are an exception; these fields can be edited without the Manual field being enabled.

Allocating Account Managers

As a rule, account managers are allocated based on a customer’s address. Reps are assigned to geographical areas in the City info area and for postal code ranges.

You can also use the From Block No. and To Block No. fields in the Allocation info area. Several records can be added and different account managers allocated for identical postcodes but different block numbers. The Block No. entered in the company or person record is compared to the block range entered here. If a block number is entered, the postal code is ignored, even if no matching allocation record is found for the block number.

When entering a postal code, access is required to the City info area in order to access the data there. For further details, see City info area in CRM.core Administrator Guide.

When adding (or editing) company records, the system checks whether reps have been entered in the appropriate record in the City and Allocation info areas. If a Rep and/or Office Rep are entered in the City info area, they are entered in the Rep ID and Office Rep ID fields in the company. If matching entries are found in both the City and Allocation info areas, the data in the Allocation info area is used.

Your administrator can prevent reps from being transferred from the City info areas by using the Disconnect Fields from City Table (City Table category) and Disconnect Fields from Country Table (Country Table category) in the Configuration info area in CRM.core Administrator Guide.

If account managers should not be allocated automatically, access can be denied to the Allocation and Business Line info areas using the Deny Access option in the Rights module in CRM.core Administrator Guide.

If you manually add a company of account manager record, account managers are transferred from the Allocation info area as follows:

• Transferred to company records:

  If the Product Group, Sector and Business Area fields are empty.

  If you add a new company, the system searches for an account manager in the Allocation info area allocated to the company's address. The account manager is automatically entered in the Rep field in the company record.

• Transferred to account manager records (of a FI/KP):

  If at least one of the Product Group, Sector and Business Area fields contains data (when adding account managers manually).

  If you manually add an account manager for a company and enter a Product Group, Sector and/or Business Area in the account manager record, the corresponding account manager (in the appropriate Country) is transferred automatically from the Allocation info area and entered in the Account Manager field.

Account managers can be assigned and updated automatically. To do so, assign companies and persons to a business area, and assign the business area to an account manager.

Business Lines

Use the Business Line info area (not available by default in Aurea CRM web) to allocate companies and persons to a business area. Use the Specialization field to further limit the business line for persons (e.g. "Practice" company type and specialization "Sports doctor").

When automatically assigning account managers, Aurea CRM checks for matching records in the Business Line info area based on the Allocation Code field in the Person info area. The Allocation code can be entered using a trigger in the Person info area.

Account managers are assigned to companies instead of persons if only the Business Area and Co. Type are entered. If you also enter data in the Specialty or Allocation Code fields, the account manager is allocated to persons (PE/KP).

Enter a Person type and leave the Co. Type empty to add account managers for persons (PE).

The following table lists available fields:

If the Co. Type field is empty, only companies where the Co. Type field is empty are taken into account.

If you add a person (PE) as a contact person (CP) at a company, account managers are added as for a person in company (KP) record.

If you change a person in company (KP) record’s specialization, all contact persons (CP) and person in company (KP) records linked to the corresponding person (PE) record are updated.

Allocation

Use the Allocation info area (not available in the default version of Aurea CRM web) to determine which account managers are responsible for a country, business area, postal code range and block number range.

You can further subdivide block number or postal code ranges. In this case, the smallest range is used.

Example: Sam Shine is responsible for the post codes from "75001-75020", but Warren Teed is responsible for "75010-75013". Consequently, a company with the post code "75012" is assigned to Warren Teed.

The geographic block number allocations take precedence over postal codes, and postal codes are ignored if block numbers have been entered for a company/person.

If you enter account managers manually, and want to assign an account manager in the Allocation info area, you do not need to enter data in all three of the Product Group, Sector and Business Area fields. Only values that have been entered are compared.

You can allocate up to 11 reps:

Allocating Reps

Account managers can be allocated automatically using the settings defined in the Account Manager info area in several ways:

• By selecting Allocate from the context menu in the Business Line info area in Aurea CRM win.All companies and persons are then tested.
• By adding new companies and persons
• Whenever a company or person is added or edited (the Co.Type, address and block fields in a company record, the Spec. 1 to Spec. 5 and Allocation Code fields in a person record (KP/CP)).
  Note: Note: You can enter multiple company types for a company, and multiple specializations for a person. As a result, multiple account manager records are added.

The system checks the following:

• Whether a record exists in the Business Line info area where the Co.Type and/or Specialization and Allocation Code fields are the same as in the person or company record.
• Whether a record exists in the Allocation info area for the same country and where the block number or postal code ranges match the data entered for the company or person.
• Whether the business area in the allocation record matches the business area in the business line record.

If all three of the above conditions are met, an account manager record is automatically added using the rep entered in the allocation record for the business area.

If you restructure your sales team, you only need to update the entries in the Allocation and Business Line info areas, and select the Allocate from the context menu in the Business Line info area in Aurea CRM win to apply the changes to the account managers allocated to all the affected companies and persons.

You can also add or delete records to change the allocation criteria or add territories.

Several account manager records may be added for a company or person, for example if several specializations are entered for a person, meaning that reps from various business areas may be required. If multiple reps are entered in a record in the Allocation info area, they are transferred to the account manager record.

Route Planning

In addition to the support activities, there are two ways to plan routes for activities:

• Using the Ranking field (which determine the order in which activities are generated automatically).
• Using the Route-No. and RO_INo. fields and the Route info area.

Ranking and route fields are present in the Person, Account Manager and Activity info areas. When generating activities, you can specify whether you wish to use the data in the Person or Account Manager info areas.

The following differences exist between the two:

Adding Routes

To add a route:

1. Add a new record in the Route info area ( (Collaboration) > Routes).

   Routes are uniquely identified by the rep (Rep ID) and the route number (RO_INo.).

2. Enter the Route-No, RO_INo. (route record serial number) and the rep in the person records. The route serial number determines the order within a route. A person is assigned to a route using the rep (Rep ID, assuming no account manager exists) and the route number.

Adding a Person to Multiple Routes

You can only enter a single route in the Person info area. If you want to add a person to several routes, use the Account Manager info area. You can enter various routes in separate account manager records for the same person or select the desired route by double-clicking on the Route-No. field.